MEMORANDUM Minimum Requirements for Special Event Permit Applications

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Lenard Wheeler
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1 MEMORANDUM TO: FROM: RE: Special Event Permit Applicant City of St. Pete Beach Recreation Department 2013 Minimum Requirements for Special Event Permit Applications Included in this handout are the basic minimum requirements for your special event permit application. The requirements are based on the scope of activities that you request. Applications must be submitted at least 30 days prior to the event date, or if the request requires approval of the City Commission the completed application must be submitted a minimum of fortyfive (45) days prior to the event. Events that require commission approval include requests for street closures and hanging banners over the street. Please refer to the sections regarding city co-sponsorship and city commission approval below. Your application will be logged in and reviewed by the date received and you must submit a check for the total permit amount at the time you turn in your application. (EMS and Sheriff services, if required, will be invoiced after the event). Information and payment not provided will delay the review of your request. Beach Weddings All weddings held on St Pete Beach must register their wedding information with the City of St Pete Beach Recreation Department. Please go to and follow the link to Beach Weddings. A $20 dollar registration fee will be required upon registration. Special event permits are not required for small beach weddings with structures that are smaller than 10 by 10, such as chairs and a small arch. However, if you request a larger structure, such as a tent, or plan on having your reception on the beach, additional fees and forms may apply. Other Events Other typical events include 5K races, arts and crafts festivals, movie filming, athletic events, or concerts. The special event permit application gives you an opportunity to think about the specifics of your event by portraying details on a site map, answering activity-related questions and completing appropriate forms detailing event activities. The format allows you to tell us what you want to do; however, a cover letter with detailed information about your event is highly encouraged. The information you provide allows various City staff members to determine what the combined requirements and costs will be for your event. Beach Fires may permitted by the Fire Marshall on private property as long as the fire does not occur during turtle nesting season. Turtle nesting season is May 1 st through October 31 every year. 1

2 Applicant: The applicant for the special event permit must be either the owner of the property upon which the event will take place, the lessee thereof authorized to apply for the property owner, or someone who can verify that he/she is in charge of the special event and has the approval of the property owner, and shall be responsible for compliance with the terms of the permit. Please provide detailed contact information including a telephone number and an address in case we have questions regarding your event. Site Map Required: A detailed site map or floor plan giving setbacks and indicating all areas of activity, including temporary structures, signs, electrical sources, cooking locations, bonfires, fireworks, etc. will be required. Please refer to the example on page 4 regarding how to draw a site map/floor plan. Outdoor Cooking and Alcohol If alcohol or food service on private property is involved, the areas of alcohol sales/consumption and food sales must be specially designated. Activities involving private property will require authorization from the property owner. The use of public property including parks and streets requires City Commission approval. Activities on the beach may also require approval from the Florida Department of Environmental Protection (DEP), particularly if a temporary structure is erected. It is your responsibility to contact DEP directly. The contact person is Steve West at Failure to obtain a filed permit may result in penalties and fines levied by the State of Florida. Fees: Beach Wedding Registration: All beach weddings held on St Pete Beach must register their wedding information on Permit fee is $20.00 Type I Events: These requests do not include a site plan review, on-site inspections or other City services, and do not require permitting from other governmental agencies, and will not occur for more than three (3) consecutive days. Permit fee is $ Type II Events: These requests require site plan review, on-site inspections or additional permits from other governmental agencies, but do not require City services other than inspections for construction, electrical or life safety codes. Permit fee is $ Type III Events: Any event that cannot be reviewed under Type I or Type II criteria. These events are typically large events of over 500 people that also ask for temporary structures beyond the Coastal Construction Control Line (general the sandy beach area), require crowd control and EMS service, etc. This permit fee is not less than $ (The City Commission reserves the 2

3 right to increase the permit fees for Type III events when the event is determined to have placed additional burdens on the City staff during the review process). In addition to the above stated permit fees, events that require on-site inspections such as building, electrical or fire inspections or vehicle on the beach permits will require additional payment for these services based on the City s hourly rate for such. Other services provided by the City in connection with a special event or other unusual administrative expenses will be billed at actual cost. All fees will be itemized. Non-profit activities: No fee for special event, temporary structure, or outdoor cooking upon proof of non-profit status. EMS and Sheriff Services may still charge fees. City Commission Approval: If your request involves co-sponsorship, or certain uses of public property, City Commission approval will be required. As noted previously, your application must be submitted at least fortyfive (45) days prior to the date of your event to secure a position on the Commission agenda. City Commission meetings are held twice a month and you will be required to be at the meeting to present your request. Events that require City Commission approval include: Closure of a City Street; Hanging a banner over a City Street; Any event that is open to the entire community that requires in-kind services from the City, such as barricades, cones, trash cans, sheriff or EMS service, etc. Co-Sponsorship: If you are asking the City for use of non-reimbursable City supplies, manpower or funding for your event, City Commission approval is required. You will need to complete the Request for City Co-Sponsorship form on page six (6) of this application package. These requests are submitted once a year for approval. All applications for co-sponsored events held during 2014 must be received by August 30, Banners and/or Signage If you are requesting placement of a sign or banner on public property or over any City Street in conjunction with your event you will need to specify the exact size, location and wording of the graphic. These requests require City Commission approval. If you plan to hang a banner over a state maintained roadway such as Gulf Boulevard, an additional permit from the Florida Department of Transportation is required. This approval is required prior to City approval. Please provide the documentation along with your application to the City. The application can be found online at the following address: For more information, you may call the local FDOT office for one stop permitting at

4 Parking: Due to large attendance at some events you may be planning off-site parking. If you are, exact remote parking locations must be included with your submittal, along with specific routes, methods of transportation, hours for transporting passengers to and from the event and written approval from the owner of the property being used for parking (if located in St Pete Beach). Many of our applicants are brides-to-be who wish to get married on the beach. Please note that beach parking is metered. You may want to alert your guests to that fact, or you may pre-pay for your guests parking for the event. Please contact Dan O Connor at for more information about this service. Outside Vendors/Sales: If you are requesting outside food/beverage/retail sales in conjunction with your event, specific vendor locations must be indicated on your site map. A vendor list is required. Any vendor not presently located in St. Pete Beach with a current St Pete Beach business tax receipt must register with the City. The fee is $15 and covers the fiscal year. Please contact Anne Marr in t4he Community Development Department at to register as a vendor. Food vendors will also be required to show proof of their state license for food service. Cooking locations must be specifically referenced on the site map, along with electrical sources involved. These requests are subject to final review and inspection by the building/fire inspectors. For more information regarding State of Florida temporary food service, please go to How to draw a site map/floor plan: A site map or floor plan is a measured drawing that is an exact miniature representation of your area as seen from an overhead view and/or side view. The plan must be drawn to scale, which means that everything must be in the correct proportions. For example, if the table where items are sold is 10 feet long and 5 feet wide, then the length would be drawn twice as long as the width on your paper. The same is true for all of the equipment, sinks, etc. Begin by measuring the length and width of your area with a tape measure as well as the lengths and widths of all equipment, etc. Note: Write down all the measurements taken on a piece of paper for future reference. If your table, cart, etc. does not yet exist, or you have not yet decided upon the exact equipment, your measurements will be estimates. Draw the plan on graph or quad paper. You may use any size grid, however the most common (and simple) graph paper in office supply stores is labeled as ¼ inch grid. On this graph paper, each small square is ¼ inch long. The way to draw a plan to scale is to make each ¼ inch square equal to an exact real life distance. For example, if you make 1 foot equal to a ¼ inch square, then a piece of equipment on your cart that is 4 feet long and 3 feet wide is drawn to cover 4 squares across and 3 squares deep. Using the same ¼ inch=1 foot scale, if your cart is 40 4

5 feet long and 20 feet wide, the outline would be 40 squares long and 20 squares wide on the graph paper. Identify all pieces of equipment with a number. Create a list identifying to what each number refers: Example: Continue with each piece you have labeled (see sample drawing provided above). The completed drawing should be a good representation of exactly how your cart looks in real life or how you intend it to look when it has been built. By following these simple instructions, you will be able to draw an accurate, scaled floor plan yourself. Alcohol Sales/Consumption: If alcohol sales/consumption is planned for your event in an area that is not presently licensed for this activity, or if you wish to have an extended area of alcohol sales/consumption, you will need to indicate the exact location of this activity on the site map. You will also need to apply to the State Division of Alcoholic Beverage and Tobacco office for a permit if sales are involved. The City will need to approve your application prior to submittal to the State and will need a copy of the approved State permit. For more information and the link to the permit application, please go to If your event includes sales of alcohol on a City street, City Commission approval is required. Insurance Coverage Requirements: Most special events on public property require that the applicant provide proof of liability insurance coverage. For example, events involving bonfires, races, concerts, outdoor petting zoos, outdoor craft shows, inflatable entertainment equipment, etc. will require proof of insurance. If the event includes alcohol sales or consumption, liquor liability insurance coverage is also required. Insurance certificates must name the City of St Pete Beach as additionally insured and cover all activities associated with the event. 5

6 Vehicles on the Beach: If vehicles on the beach are planned in conjunction with your event, a permit from the Police Department will be required. Please complete page nine (9) of this application. Upon review and approval of your request, identification stickers will be issued to you. The fee for these permits is $ Building/Fire Codes: In conjunction with your event you may be requesting temporary structures (tents, stages, etc.), outdoor cooking, electrical, etc. These activities should be specifically indicated on the permit application on page five (5) of this package as well as indicated on your site map. These requests will be subject to review by the building/fire inspectors prior to approval. Properly licensed contractors must obtain any building permits required. Application Checklist Please ensure that you submit all of the necessary documents along with the application. Notarized application with site map and cover letter describing event Co-sponsorship Request Proof of Insurance Temporary Structure Permit Application (include fire retardation certificate for tents) Outdoor Cooking Permit Application Proof of Non-profit Status DBPR alcohol and/or temporary food service permit DEP temporary structure permit (if event is held on the beach) Vehicle on the Beach Permit Application 6

7 Complete and return to: St. Pete Beach, FL Staff Use Only: Date Received: Permit Number: 20 - SPECIAL EVENT PERMIT APPLICATION Name of Event Date of Event Time Event Location Applicant Name: _Telephone # Address: Mailing Address: Organization Estimated Attendance Please attach a cover letter describing the activities for the event, along with proof of liability insurance. The City Manager may require that a liability bond be posted to insure that no damage is done; the amount of which is to be determined by the City Manager/City Commission according to the intensity of the event. Do you request Co-Sponsorship? Yes No If yes, please fill out page 6. (Co-sponsorship requires City Commission approval) DO YOU REQUEST ANY OF THESE ACTIVITIES? Please checkmark all that apply. Signage (be specific on type of sign) Retail Vending Fireworks Bonfire Street Closure Electricity Trailer On Site Food Sales (Additional DBPR Permit Required) Banner Alcohol Sale/Consumption (Additional State Liquor Permit Required) Cookout Temporary Structure (i.e.: Tent, Stage, Etc.) On-Site Medical Team Traffic/Crowd Control (check with Sheriff s Office) Vehicles On The Beach Other A map must be provided denoting all above referenced areas of activity. The appropriate attached forms must also be completed. FEE SCHEDULE: Special Event Permit Fee $20.00 Type 1 Events, $50.00 Type 2 Events, $ Type 3 Events Applicant Certification: I have read and understand the instructions provided in this packet. I understand that incomplete and late applications shall not be accepted due to interdepartmental coordination. I hereby certify that I/we will be responsible for the preservation, sanitation and cleanup of the areas used for the special event. Additionally, I/we certify that there are no misrepresentations in the foregoing statements and answers. Applicant Signature Date 7

8 8 REQUEST FOR CITY CO-SPONSORSHIP (Resolution 92-16) If you are requesting a street closure, you are requesting co-sponsorship. All application materials for a 2014 event must be received by August 30, 2013 for consideration. Co-Sponsorship: An agreement entered into by the City of St. Pete Beach with an entity to provide money, services, or supplies to help promote and implement a program or event. Your request will be placed on the City Commission agenda for consideration of cosponsorship. The sponsoring entity shall be notified of the decision of the City Commission by the City Clerk. Once approved for cosponsorship for moneys, supplies or services, you will be required to submit a financial statement, (a final statement of expenditures and revenues), for the event to the City Manager within thirty (30) days of the conclusion of the program or event. Name of Applicant: Description of Event: Are you requesting: 1. Money? Yes No Amount requested 2. In-kind services? Yes No 3. City supplies? Yes No 4. Describe in detail services/supplies requested: Is this event sponsored by a charitable or non-profit organization? If yes, what is the name of the charity or non-profit organization? (A letter of authorization is required from the charitable/non-profit organization). Is this fund-raiser for the non-profit organization? If yes, proof of a permit from the Department of Consumer Protection is required. What percent of the gross proceeds will go to the non-profit organization? Are you receiving funding from other sources? If yes, who? Do you presently have any outstanding balances due to the City of St. Pete Beach? If yes, describe Will this be an annual event? Yes No Will this event be recurring later this year? Yes No If yes, when? Will this event will be open to the public? Yes No If yes, how will it be advertised?

VEHICLE ON THE BEACH PERMIT (SECTION 94-73) SUBMITTAL DATE: Applicant: Address: Date/Hours of Usage: The vehicles will be used for: a. Beach cleanup: Yes No b.

9 VEHICLE ON THE BEACH PERMIT (SECTION 94-73) SUBMITTAL DATE: Applicant: Address: Date/Hours of Usage: The vehicles will be used for: a. Beach cleanup: Yes No b. Commercial Activity: Yes No (Transportation of approved concession/commercial watersport operation) c. Special Event Permit: Yes No d. Other: Number/Type of vehicles involved: Locations, including access/exit points: (A map is required indicating the exact locations to be used. This map will be reviewed and may or may not require site inspections, including photography. Please attach your map to this application). 1. If private property is being used, a letter of authorization is required from each private property affected. 2. All vehicles must remain at least thirty feet (30 ) at all times from vegetation, dunes and turtle nesting areas. 3. A liability bond may be required by the City Manager to insure that no damage is done to the beach area involved, the amount of which is to be determined according to the activities involved. Proof of insurance may be required by the City Manager in the amount of One Million Dollars ($1,000,000) Bodily Injury and Five-Hundred Thousand Dollars ($500,000) Property Damage from the sponsoring organization. I hereby certify that will be responsible for the preservation, sanitation and cleanup of the beaches as required in connection with the above referenced activities. Additionally, I will comply with regulations set forth by the City Manager and/or City Commission. Application process: This application, along with the required map and proof of insurance, if required, shall be submitted at least two (2) weeks prior to the date requested for vehicle usage. Upon final approval by the City Manager, a permit fee of $15.00 shall be due for each site traversed by the vehicle(s) in question. An identification sticker will be issued for each permitted vehicle. 9

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CITY OF ANNA MARIA SPECIAL EVENT PERMIT APPLICATION & INFORMATION

CE, PW, MCSO, WMFD, CITY CLERK, CITY OF ANNA MARIA SPECIAL EVENT PERMIT APPLICATION & INFORMATION NAME OF EVENT COMPLETED APPLICATION MUST BE RECEIVED AT LEAST SIX (6) WEEKS PRIOR TO EVENT WITH A $200